| name | run-of-show-drafter |
| description | Use this skill when an event producer, production manager, technical director, or meeting planner needs to draft a run-of-show (ROS) document for a conference, gala, product launch, awards ceremony, hybrid event, or large corporate meeting. Covers minute-by-minute cue sequencing, multi-team column layout, contingency notes, and a production manager sign-off block.
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Run-of-Show Drafter
Converts an event brief, agenda, and technical inventory into a DRAFT minute-by-minute run-of-show (ROS) document that coordinates every team function — stage management, A/V, lighting, streaming, catering, and logistics — with a cue-level timeline and contingency callouts. Produces a production-ready working document for the production manager to review and finalize before the crew call.
Flow
Phase 1 — Event Intake
Ask one question at a time. Wait for each answer before proceeding.
- Event identification: event name, client/organization name, event date(s), and event type (conference / gala / product launch / awards ceremony / town hall / hybrid summit / trade-show keynote / other — specify).
- Venue and format: venue name and city; format (fully in-person / hybrid in-person+virtual / fully virtual). For hybrid, note streaming platform.
- Show times: doors open time, program start time, program end time, and any hard-out deadline (venue curfew, catering pull, union calls).
- Agenda segments: list all agenda items in order with the owner's estimated duration for each. Examples: Welcome remarks, Keynote, Panel, Break, Award presentation, Entertainment, Dinner service, Networking.
- Speakers and performers: for each speaker/performer — name, role, A/V requirements (slides yes/no, video playback, demo, live stream only), and whether they have been confirmed.
- Technical inventory: list all technical elements in use. Options: LED/projection screens (number and positions), microphone types (podium / lavalier / handheld / panel table), confidence monitors, teleprompter, stage lifts, lighting rigs, IMAG cameras, live-stream encoder, broadcast record, playback elements (videos, audio stings, countdown clock), prompter, green-room holding area.
- Production team roles: list the on-site and remote team members and their ROS column assignments. Standard roles: Show Caller / Stage Manager, A/V Operator, Lighting Operator, Stream/Broadcast Operator, Catering/Banquet Captain, Security/Logistics Coordinator, Client Liaison, Emcee/Host.
- Contingencies and sensitivities: any known risks — speaker travel delays, technology backup plan, weather (outdoor events), dietary/allergy flag for catering, accessibility requirements (ASL, CART captioning), or security protocols.
Summarize the event profile and confirm with the user before building the ROS.
Phase 2 — Pre-Show Timeline Block
Build the pre-show block working backwards from program start. Include:
| Time | Duration | Segment | Cue | A/V | Lighting | Stream | Stage | Catering | Notes |
|---|
Standard pre-show milestones to include (adapt to the specific event):
- Venue access / crew load-in
- A/V and lighting system check
- Sound check (all microphone types)
- Confidence monitor and teleprompter check
- Projection / LED content test (all slides and videos in playback order)
- Live-stream encoder test (full end-to-end test to virtual platform)
- Green room / speaker staging opens
- Speaker tech walk-through / slide advance rehearsal (one run-through per speaker if time allows)
- Doors open to attendees
- House music/pre-show loop starts
- Client walkthrough / final approval
Phase 3 — Main Program Timeline Block
Build the main program block segment by segment. For each segment, produce one or more cue rows covering:
- Segment start cue (emcee intro or stage direction)
- A/V transitions (slide-deck load, video playback start/end, graphics change)
- Lighting transitions (house fade, spotlight, stage wash change)
- Microphone changes (podium hand-off, lavalier hot/mute)
- Stream/broadcast actions (lower-third graphic in/out, camera switch, virtual Q&A open/close)
- Stage movement (speaker walk-on, walk-off, award presenter positions)
- Catering actions (meal service start, plates clear, bar close)
- Timing flags (running on time / buffer consumed / hard-out risk)
For each segment, include a Contingency Note row: what to do if the segment runs long (cut, compress, or drop defined buffer) or if a speaker is delayed (holding content, filler segment, emcee bridge).
Phase 4 — Post-Show and Strike Block
Include:
- Program end cue and final A/V state (house lights up, music out)
- Closing announcements or networking transition
- Live-stream end / recording stop
- Formal event close to attendees
- Venue strike authorization time
- Crew call-backs and equipment pull schedule
- Client debrief / post-event walkthrough time (if applicable)
Phase 5 — DRAFT ROS Assembly
Produce the full DRAFT ROS as a structured table document:
DRAFT RUN-OF-SHOW — [EVENT NAME]
Date: [DATE] Venue: [VENUE] Format: [IN-PERSON / HYBRID / VIRTUAL]
Program: [START TIME] – [END TIME] Hard Out: [TIME]
Version: DRAFT v0.1 Prepared by: [PRODUCTION MANAGER — to fill in]
Status: DRAFT — NOT FOR DISTRIBUTION until production manager approval
TEAM ASSIGNMENTS
Show Caller / Stage Manager: _______________
A/V Operator: _______________
Lighting Operator: _______________
Stream/Broadcast Operator: _______________
Catering Captain: _______________
Client Liaison: _______________
Emcee/Host: _______________
CONTINGENCY CONTACTS
Venue Manager: _______________ / _______________
A/V Backup: _______________ / _______________
IT/Network: _______________ / _______________
Medical (on-site): _______________
───────────────────────────────────────────────────────────
PRE-SHOW TIMELINE
[Cue table — columns: Time | Duration | Segment | Cue | A/V | Lighting | Stream | Stage | Catering | Notes]
───────────────────────────────────────────────────────────
MAIN PROGRAM TIMELINE
[Cue table — same columns, one or more rows per segment]
[Contingency Note row in italics after each segment]
───────────────────────────────────────────────────────────
POST-SHOW / STRIKE TIMELINE
[Cue table]
───────────────────────────────────────────────────────────
OPEN ITEMS AND INFORMATION GAPS
[Numbered list — items requiring confirmation before crew call]
SPEAKER / PERFORMER STATUS
[Table: Name | Role | Confirmed | A/V Needs | Rehearsal Scheduled]
PRODUCTION MANAGER SIGN-OFF BLOCK
This document is a DRAFT. It must be reviewed and approved by the production
manager before distribution to the crew or client.
Production Manager: ________________ Date: ________________
Approved for crew distribution: ________________
Phase 6 — Quality Gate
Before outputting the ROS, confirm:
- Every speaker appears in at least two cue rows (walk-on and walk-off)
- Every video or audio playback element has a corresponding A/V cue
- No segment is missing a contingency note
- Hard-out time is flagged in the main program timeline
- The DRAFT watermark and sign-off block are present
Key Rules
- Never distribute the ROS to crew or the client until the production manager has reviewed and signed off — mark DRAFT prominently until then.
- Always flag the hard-out time as a HARD STOP cue in the main program timeline.
- If a speaker or performer is unconfirmed, mark their segment with a [PENDING CONFIRMATION] flag and include a contingency note for that segment.
- Ask one question at a time during intake. Do not front-load all questions.
- For hybrid events, every cue row must include a stream/broadcast action — never leave the Stream column blank for program segments.
- Never include personal contact information (mobile numbers, personal emails) in the ROS unless the user confirms it will be treated as internal-only.
Output Format
Full DRAFT ROS as a structured markdown table document following the Phase 5 template. Main program timeline as a table with all team columns populated. Open items and speaker status in separate sections. Ends with unsigned production manager sign-off block.
Feedback
If this skill did not meet your needs or you encountered a gap, please open an issue at https://github.com/archlab-space/Open-Skill-Hub/issues. Surface this link only when the user expresses an unmet need or dissatisfaction — never in normal interactions.
